Office Administration & Premises Management

Role Overview

Office Administration & Premises Management at On, Dubai.

Role Purpose

Ensure seamless daily operation of the Dubai office through comprehensive administration, facilities management, vendor coordination, and employee support services, while maintaining budget control and escalating emergencies for timely resolution.

Key Responsibilities

Office Procurement & Inventory

• Handle office procurement to ensure full stock of pantry supplies.
• Take inventory of stationery and submit purchase orders as needed.

Facilities & Maintenance Coordination

• Liaise with contractors and building property management to coordinate office repairs, maintenance, and daily upkeep.
• Coordinate cleaning staff and arrange cleaning schedules.
• Ensure smooth daily operation of the Dubai office; escalate unexpected emergencies for timely resolution.

Administrative Operations

• File office ledgers, vendor contact information, and all administrative documents.
• Manage incoming and outgoing couriers and goods delivery as required.
• Oversee meeting room administration and provide comprehensive office logistics support.
• Address daily administrative requests raised by employees.

Access Control & Identification Services

• Administer staff access control cards, including new card applications and replacement services.
• Cooperate with external vendors to produce access cards and staff ID badges.
• Fulfill ad-hoc printing requests.

Parking Management

• Manage the allocation of employee parking spaces.
• Update parking allocation and modification records in internal systems to guarantee data accuracy.

Finance & Budget Management

• Process payment procedures for office rent, utility bills, and fees charged by service and supply vendors.
• Track office expenditure budgets and control all expenses to avoid exceeding approved budget limits.
• Review, log, and archive invoices to guarantee timely document submission and scheduled payments.
• Engage external suppliers and service providers to meet business operational demands.

Employee Support & HR Coordination

• Arrange full logistics for new hire onboarding, including welcome gifts and all HR-matching supporting matters.
• Collaborate with the HR team to design and implement team-building activities, holiday celebrations, and employee welfare initiatives.

IT Support & Equipment Coordination

• Maintain regular communication with local IT maintenance teams and synchronize critical incidents with the Group's headquarters IT team.
• Assist IT specialists in setting up laptop equipment for newly joined employees.
• Liaise with relevant technical support teams to process IT equipment applications and equipment fault troubleshooting.

Skills & Competencies

• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Outstanding overall planning and time management capabilities.
• Able to prioritize tasks and independently deliver multiple concurrent assignments.

Qualifications & Experience

• Mandatory Job Requirements: Outstanding overall planning and time management capabilities; ability to prioritize tasks and independently deliver multiple concurrent assignments.